Staff - Non Union
Job Category
Executive Administrative Staff
Job Profile
Non Union Salaried - Administrative Assistant 2
Job Title
Administrative Assistant
Department
Administrative Management | Teacher Education Office | Faculty of Education
Compensation Range
$4,248.68 - $5,181.77 CAD Monthly
Posting End Date
February 5, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Mar 15, 2026
This is a leave replacement position with a term end date on March 15, 2026
Job Summary
The West Kootenay Rural Teacher Education Program (WKTEP) is an 11-month BEd program with a focus on rural, remote, and small school settings with strong ties to the local communities and school districts.
The Rural and Remote Teacher Education Program (RRED) is a two-year hybrid Elementary & Middle Years BEd program that focuses on rurality and place-consciousness. RRED provides teacher candidates with the opportunity to develop professional dispositions and culturally relevant pedagogies for teaching in today’s complex learning environments with a strong focus on community, collaboration, and innovation.
WKTEP takes place in Nelson, BC for the majority of the program, while the RRED’s summer residences take place in Nelson, and teacher candidates attend classes virtually throughout the rest of the academic years. Under limited supervision, the Administrative Assistant provides confidential administrative support to the WKTEP and RRED Academic Lead and Program Coordinators. This position is the first point of contact for inquiries about the programs for students, staff, and the public. This position exemplifies a very professional work ethic and manner, and requires a high level of customer service.
Organizational Status
Administratively reports to the TEO Admin Manager but works directly the Program Coordinators (Lecturers) on a day-to-day basis. Interacts frequently with the support staff of the Teacher Education Office.
Work Performed
Administrative
- Performs complex administrative duties requiring independence and judgment to support the needs of the WKTEP and RRED Programs, Academic Lead, Program Coordinators, teacher candidates, and faculty members. Primary responsibilities include coordinating the day-to-day operations of the office; acting as primary contact for the programs; and liaising with UBC Teacher Education Office and Departments.
- Effectively coordinates the complex and variable schedule for multiple meetings, including hybrid, in-person and online meetings.
- Prepares and maintains documents and files containing student information in the TEO’s shared drive.
- Provides support for the Program Coordinators during practicum including maintenance of e-Review for Faculty Advisors, mentor teachers, and teacher candidates.
- Develops and applies a well-rounded understanding of Workday, Canvas, and Microsoft Office applications including Teams, in order to assist the Program Coordinators, with an aptitude for learning new and emerging technologies.
- Receives and processes rental requests and room bookings and coordinates with renters ensuring that all protocols are followed. Books off-site venues such as gymnasia, laboratories and/or other spaces for classes/workshops as needed.
- Acts as contact person for all maintenance and repairs of office equipment and machines. Ensure health and safety standards are maintained.
- Assists with A/V equipment. Submits tickets to UBC IT or other local IT vendors for assistance if needed.
- Orders and maintains office and classroom supplies. Coordinates with janitorial services to maintain cleaning supplies.
- Receives, prepares, and sends out mail and courier materials.
- Receives, redirects, and distributes correspondence and announcements in a timely manner.
- Coordinates travel arrangements for WKTEP and RRED Program Coordinators, instructors, and other visitors as necessary.
- Contacts professional and government organizations and other institutions to obtain and gather factual information.
Finance
- Performs clerical tasks in Workday for the program’s finances, such as setting up new suppliers, submitting and approving invoices, and reconciling credit card and other expenses.
- Processes travel expenses for Program Coordinators, Faculty Advisors, instructors and visiting speakers.
- Files invoices, receipts, and various documents in shared drive.
- Manages Petty Cash when required.
Human Resources
- Assists in the recruitment process by contacting new hires, disseminating necessary information, collecting all necessary documents, and forwarding all documents of hired individuals to the TEO Administrative Manager.
- Collaborates with the TEO Administrative Manager to ensure that hiring process of WKTEP and RRED faculty members are completed in a timely manner.
- Assists in the orientation of new employees. Events
- Handles logistics for information sessions/workshops, meetings and special events, including completing necessary booking documents, booking venue and catering services, sending out invitations and collecting RSVPs, and setting up.
- Assists with recruitment events such as Career and Education Fairs to provide information about RRED and WKTEP.
Student Services Support
- Communicates program information and provides resources to teacher candidates via email and/or Canvas.
- Updates all required forms and ensures their completion.
- Coordinates delivery of UBC resources to WKTEP and RRED teacher candidates.
- Refers teacher candidates to various resources and offices at UBC, including the Centre for Accessibility, Enrolment Services, and the UBC Library.
- Maintains Nelson Learning Centre library.
Other
- Under the guidance of the Web & Communications Coordinator in the TEO and in collaboration with the Program Coordinators, develops and distributes marketing materials and communications about the programs.
- Performs other duties related to the qualifications and requirements of the job.
Consequence of Error/Judgement
Exercises judgement, tact, and initiative in handling matters of routine and non-routine nature. Works with conflicting demands and determines priorities based on University, Faculty and Program guidelines. New and/or unusual problems are referred to the Program Coordinators.
Errors or incorrect work decisions and poor judgment could result in misinformation being given to students, faculty, or general public and would affect the reputation of the WKTEP and RRED, and the Faculty of Education.
Supervision Received
The incumbent works independently under minimal supervision. There are a variety of tasks, requiring ongoing prioritization. Receives instructions on new tasks but generally uses initiative, interpretation, and ingenuity to identify potential or actual problems, investigate causes and solve issues.
Supervision Given
None
Minimum Qualifications
High School Graduation, plus 1-year of post-secondary education, plus 4 years related experience; or the equivalent combination of education and experience.
Preferred Qualifications
Must have the ability to proficiently use the Microsoft Office Suite (Teams, Outlook, Word, Excel, Power Point and OneDrive) as well as Adobe Acrobat. Experience in Canva, Photoshop and WordPress would be an asset. Must have an aptitude for learning new technologies.
Ability to adapt and work effectively under pressure and meet deadlines in an environment that is fast-paced with high volume and critical deadlines.
Effective oral and written communication, interpersonal, customer service and organization skills.
- High proficiency in the use of English grammar, spelling and punctuation.
- Ability to type 60 w.p.m. and to operate standard office equipment.
- Ability to compose complex correspondence and reports.
- Ability to use spreadsheets, databases and scheduling applications at an advanced level.
- Ability to work independently and as a member of a team.
- Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
- Possess great attention to detail and maintain accurate records.
- Ability to plan, schedule and organize a variety of projects and/or events, often concurrently.
- Ability to obtain, disseminate, record, and organize information effectively, tactfully with individuals from all levels of the University and the external community.
- Ability to analyze problems, identify key information and issues, and meet deadlines.
- Knowledge of the Education system in BC, the operation of post-secondary institutions, and UBC policies and procedures an asset.
